Asset Management and Work Order Software

The Vendor is required to provide a configurable, GIS-integrated asset management and work order system to support infrastructure maintenance and contractor task tracking.
- The system must enable staff to assign, monitor, and analyze work orders tied to geospatial assets, while allowing limited-access contractor users to update work status, enter notes, and upload attachments from the field.
- Procure and configure a commercial off-the-shelf (COTS) software-as-a-service (SaaS) solution that can:
•    Efficiently track field-level work orders on physical assets
•    Enable secure contractor access for task management and mobile documentation
•    Integrate seamlessly with the City’s existing ArcGIS Online asset inventory
•    Support flexible schema editing, prioritization workflows, and future scalability.
- Platform should support SaaS deployment, seamless ArcGIS Online integration, mobile usability, and flexible schema configuration.
- Asset-Centric Work Orders
•    Work orders must be tied directly to City-maintained GIS asset layers (e.g., benches, play equipment, irrigation, etc.)
•    System must support global ID-based relationships for traceability
•    Asset records will originate from ArcGIS Online and be pushed via REST services
- Contractor Task Interface
•    External contractor users (up to 20) must be able to:
o    View assigned work orders with location, details, and priority
o    Upload photos, completion notes, and status changes
o    Access maps or related assets without full map editing
•    Internal users (10) will oversee workflows and reporting but not require IT-heavy admin tools
- Mobile + Attachment Support
•    Work order system must support mobile field entry
•    Must allow attachment of images, documents, or inspection notes from phones or tablets
•    Offline editing is preferred but not required, as cellular coverage is generally available
- Workflow Logic & Notifications
•    Ability to define priority levels, statuses, and automated workflows
•    Basic automation for alerting supervisors or staff is desired
•    Email notifications for new work orders may be deferred or staged via approval logic
- GIS-First Integration
•    ArcGIS Online is the City’s primary asset platform
•    The system must respect and maintain schema integrity with Esri feature layers
•    Vendor should support hosted feature service integrations and future growth of GIS-linked tasks
- Configurability & Schema Flexibility
•    The City requires the ability to adjust dropdown values, lookup tables, and custom fields without vendor-side change orders
•    Initial configuration will follow the pilot schema but with the flexibility to add new asset classes and task types over time.

- Contract Period/Term: 3 years
- Pre-Proposal Meeting (Mandatory) Date: December 17, 2025
- Questions/Inquires Deadline: December 30, 2025